What are Serials?

A
serial is any publication issued in successive parts, usually (though not always)
at regular intervals, and intended to be continued indefinitely. Serials include: periodicals,
newspapers, magazines, annuals, yearbooks, journals, memoirs, proceedings, transactions, and
numbered monographic series. For cataloging reason, we divide serials in two categories: annuals
and periodicals. Annuals and periodicals are different in creating holdings records -
including call numbers and cutter numbers - and item records.

Annuals: Annuals include a book or a magazine, comic book or comic strip which is
published yearly. Conference proceedings, annual reports, directories are treated as
annuals.

Periodicals: Periodicals are serials that are issued more than once a year, i.e.,
quarterly, monthly, etc.

Bibliographic Records

Checklists

When editing a bibliographic record, be sure to examine and edit all fields according to
cataloging procedures. Refer to the following tools if necessary:

Modified Record: Leave the default value of blank if transcribing LC or NLM cataloging exactly
as found on LC or NLM printed copy.

ISSN

ISSN Center: blank for no ISSN Center code assigned

Dates

Date1: Should correspond to 362; if no 362, make reasonable guess using u's, e.g. 19uu

Date 2: Should correspond to closing date in 362; if no 362, make reasonable guess using u's,
e.g. 199u

Lang

Language Code: eng for English.

Ctry

Current state or country of publication

Alph

Original Alphabet or Script of Title: The original alphabet or script of the title on the
source item upon which the key title (field 222) is based.

Variable Fields

Field tags

1st indicator

2nd indicator

Instructions

022

Check ‡a against item in hand, if:
*ISSN on piece is different from 022 ‡a on bib record :
1) If the record has an 042 nsdp, assume the 022 ‡a is correct; add the ISSN from
the piece into ‡y
2) Otherwise, judgment call for $a or $y
*No ISSN on bib? Record ISSN whenever possible .
Search OCLC to see whether the ISSN belongs to something else
1)if not in OCLC, add it in ‡a
2)if in OCLC, add it in ‡z

092

0

Optional; (‡a) Dewey ‡b Cutter ‡2 21 (only for DDC21, not for local call numbers; do not
include prefiexes)

110
111

Add/check/verify form of name in AF; if not in AF, make well-formed entry according to
AACR2, Chapter 21

Check
If different, add appropriate 500 note and change place of pub. in the fixed field to
reflect new place
Note: no comma necessary after $b when not followed by ‡c

300

Check
Watch ‡c for Quarto or Folio sized materials

310

Check
If updating 310, change the fixed field frequency, and add 321 for former frequency

321

Enter each former frequency in a separate 321 field. Enter the former frequencies in the order
of earliest to most recent.
Spell out a number appearing in the first 321 field only. Use an Arabic numeral in
subsequent 321 fields, e.g.,

Add/check
If we own previous title, verify OCLC no. and check call numbers

785

0

0

Add/check
If we own later title, verify OCLC no. and check call numbers

830

0

Current practice is to enter the title without articles and use 1st indicator value 0 ;
Add/check/verify in AF

856

4

1

Add if the title is in ORR, Online Research Resources; Move other notes on Electronic Location
and Access from 856 to 596

Check authority records (OCLC Connexion).

710, 710, and 711 fields should be checked when the Voyager doesn't validate them, or when you
add new entries.

780 and 785 should be checked until you cannot find any other related records. You also
have to check Voyager to see whether UIUC has the titles. This will affect creating call
numbers, cutter numbers, and holdings records (See Creating Holdings records).

When searching for OCLC numbers in Voyager, eight digits are needed, so add zero as necessary
to the beginning of the number.

Some records have been updated while waiting to be cataloged. When you found that the
bibliographic level is not I or 4, be sure to check OCLC for better record.

Suppress from OPAC

The bibliographic records should be ‘Unsuppressed' prior to saving record. Click the
System and click the check (√) in ‘
Suppress from OPAC.' When the record is checked in ‘suppressed OPAC,' OPAC won't
show the record.

OK to export

The bibliographic records should be ‘OK to export' prior to saving record. Click the
System and check (√)
OK to export.

Call number construction is same as monographs.
However, when there is a 780 (preceding entry), or 785 (succeeding entry) in bibliographic
record, and UIUC has the title, add ‘1' after cutter. When you found that numbers are already
in use, add letters in lower character.
For periodicals, add ‘05' or ‘005' as instructed in DDC at the end of the class number.
‘IASSIST quarterly' is published four times a year. Its call number is
025.06305. The ‘05' indicates that this title is a periodical.
However, when the call number is too long to add the ‘05', or ‘005', you don't need to add
them. Use the number without the ‘05', and make a cutter with cutter table. (The call
number for ‘Quivera' is 306.760972. IF you add the periodical number ‘005' it would be 13
digits. So use the number without ‘005' and add the cutter ‘Q49' instead of using ‘QU'.)

Cutter Number: When the call umber ends with ‘05' or ‘005' - which means it's a
periodical - use first two letters of the main entry as cutter. Write them in capital letters.

(Ex.: ‘Journal of leadership' is published quarterly, so the cutter should be ‘
JO' from the tile.)

If the title starts with ‘Journal' it is acceptable to use ‘J' for the first
letter, then add the first two letters from the first significant word after ‘Journal.'
(Ex.: Cutter for ‘Journal of Cave and Karst Studies' can be
JCA instead of just two capital letters.)

When there is a preceding or succeeding title: ‘Journal of leadership' was first
published as ‘The Journal of leadership studies' and UIUC has the item. Its call number is
303.3405JO. For the later title, add 1 after cutter, so the call number for ‘
Journal of leader' is ‘
303.3405JO1.'

When there are more than one preceding or succeeding title: Use letters, such as ‘
a, b, c...' after ‘1.'
303.3405JO1a
303.3405JO1b When the item is separated from the preceding entry: Create a new call number and
cutter. Usually the call number could be same, so make a little difference in cutter.
(Be sure to add the right indicators in #780.)

Subfield ‡
x ‡x is used for local information and marking pattern. Depending on the frequency and type of
publication, marking pattern could be year (yr.), Volume (v.), Number (no.) or combination of more
than two patterns (yr.:.v.), (v.: no.), etc.
When there are more than two patterns, these are connected with ‘:'. When the
title indicates that it covers more than two years, these are connected with ‘/'.
Usually the cover, title page and t.p. verso tells the pattern as well as the
streamer.

(Ex.:
Marked by yr.: ‘American Viola Society directory' is an
annual directory of viola teachers. That means it is marked by year. Usually
conference proceedings, annuals, and editions are marked by year. The edition information is added
in 853 field ‡a.
‡
x (Marked by yr.) Marked by volume: "LA record' is published bimonthly, and each issue goes by volume
number. So it should look like,
‡
x (Marked by v.)

Subfield ‡
z This is used for ‘Note'. It is optional, so use
only when it is applicable to the record you are cataloging.
(Ex.
When there is a preceding entry*: When there is a 780 field in the bibliographic
record, and UIUC has the title.
‡
z For earlier vols. see (use call number and cutter number of previous title)

When there is a succeeding entry*: When there is a 785 field in Bibliographic
record, and UIUC has the title.
‡
z For later vols. see (use call number and cutter number of later title)

*The reason we add these notes is to link the related records.
Ex.

For periodicals: For periodicals, use the following note, and
do not create 863 line for each issue.
‡
z *Recent issues (When the item is less than 3 years old and goes to Stacks)
(* DO not create 866 field. 866 field is created after a number of issues are bound
together.)

‡
z *Unbound issues (*Use when the periodicals are in stacks, and are more than 5
years old, but haven't been bound.)
(Create 866 field for note, so users can see the status. Usually note volume numbers and
year in 866 field.)

When later vols. are stored in different department libraries:
‡
z Previous vols. in *stacks (* use appropriate library name in full.)

The #866 (When and how)

#866 is used as a summary statement. A textual description of the holdings of a basic
bibliographic unit is added in this field. Every serial which has a standing order needs #866
indicating holdings history.
(See more detailed explanation in
http://www.loc.gov/marc/holdings/echdtext.html#mrch866)

Indicators

1st indicator (Field encoding level: Indicates the level of specificity of the
enumeration and chronology in the field.)

blank = No information provided

3 = Holdings level 3
Indicates that the field contains summary enumeration and chronology information (that is,
only at the first level of enumeration and chronology in a compressed form).

4 = Holdings level 4
Indicates that the field contains detailed enumeration and chronology information (that is,
the first and all subsequent levels and in either itemized or compressed form or a combination of
the two)

5 = Holdings level 4 with piece designation
Indicates that the field contains detailed enumeration and chronology information and an
identifying number for the physical piece in #852 #b (Textual holdings).

2nd indicator (Type of notation)
Indicates whether the holdings contained in subfield #a is formulated according to standard
or non-standard notation.

0 = Non-standard

1 = ANSI/NISO Z39.71 or ISO 10324

2 = ANSI Z39.42

Subfields

#a = Textual string (NR) The textual form of holdings may be used either instead of or in
addition to holdings recorded in the Caption and Pattern (853-855) and Enumeration and Chronology
(863-865) fields.
There is no space in summary note.

#x = Non-public note (R)

#z = Public note (R)

#6 = Linkage (NR)

#8 = Field link and sequence number (R)

Ex.:
When three or more issues are missing in bound volume of a periodical.
#866 4 0 #8 1 #z Some issues missing

When the item is going to be bounded yearly, add v. only even though there is a
numbering information. Also, add only year information, in the summary statement.

The #863 field

The #863 field is used for the items in serials. Create an item line for each annual.
However, if it is a periodical,
DO NOTcreate item line for each item. Just mark the call number, cutter number, and
publishing pattern on the cover of each item. The item line will be created after all the
issues are bounded together.

Indicators

1st indicator

blank = No information provided

3 = Summary of holdings at the first level

4 = Detailed holdings, accurate to all levels of enumeration and chronology
(UIUC use ‘4' as the 1st indicator in most cases)

2nd indicators

0 = Compressed, displayed is generated
(UIUC use ‘0' as the 1st indicator in most cases)

Label

Periodicals

When the call number ends with ‘05', or ‘005' don't make labels for each vol. or
number. Write down the numbers on the left corner of the cover manually, and put it in a ‘
shipping truck.' We will create a label after periodicals are bound together as one volume.

Annual

Put the cursor in #852 and click
Ctrl and
F12 at the same time. When the screen shows the label, add the vol. number,
no., yr as in #853 in
line 4 (after call number in line 2 and cutter number in line 3). If there
is more than one pattern, such as v. and no., or v. and pt. connect them with colon (:).

Ex.
Marked by v. only
331.3442
Il62a
v.3

Marked by v.:no.
658.4852
M62
v.1:2

Marked by yr./yr.
491
L43
1998/1999

Item records.

Item type:

Periodicals for stacks are '
Serials 2' Stacks.

Annuals and periodicals for all department libraries are ‘
Serials 3'.

When adding a new issue, please check to see how the other issues are categorized, and follow
the pattern.

Enum.:

For the marking pattern. Use the information in #852 subfield #x and #853 #a. It
could be v., no., or yr.

Chron:

Add the second marking pattern or other relevant information in the #853 which is omitted in
#852 field.

When the information is yr., add the parenthesis.

Ex. ‘Journal for muscle' is marked by ‘v.' in #852. However, each
issue has the ‘ yr.' information in its cover. So the holdings record #853 has the #i as well
as #a.

In item record, we add the information in #853 #i, as following.

DO NOT add the information in ‘Chron' line when the information is ‘pt.', ‘month'
or ‘ qtr.'. Add the information with colon in ‘Enum' line.

Ex. ‘Latin America Newsletters' is marked by ‘yr.' and ‘month.'

In item record, put these information in one line.

‘Monetary policy & the economy' is marked by ‘yr.', but #853 has added information about
‘ qtr.'.

This information is added with ‘yr.' in the same line.

Marking

Marking for annuals is the same as monographs. Write down call number,
cutter number, and enumeration or chronology on the appropriate page, as monographs.

For
periodicals, write all the numbers on the cover.

Check OPAC

After checking the bibliographic record, creating holdings record, making a label, item record,
and marking on the book, go back to OPAC, and check how the record looks to the users.